Terms & Conditions: Questions & Answers

Introduction

In your platform, you can create your own Terms & Conditions for your users to accept when registering or logging into the platform. You can also create and assign specific Terms & Conditions to specific domains, for those using Docebo’s Extended Enterprise app.

Furthermore, Terms & Conditions can be versioned, so you can create a new version of the same content when certain terms have been modified or updated. Your platform tracks all versions of your Terms & Conditions, and whether each user has agreed to, rejected or not yet answered to each version of the Terms & Conditions. As the Superadmin, you can create and view reports related to this content as well.

Refer to the questions and answers below to learn how to best navigate the transition between the old and new Terms & Conditions management in your platform.

Terms & Conditions vs. Privacy Policy

Your platform has both a Privacy Policy and Terms & Conditions that Superadmins can configure and all learners must accept if they are activated. While the configuration process is nearly identical, consider them as two separate functionalities that serve two different purposes that can work together to ensure that your learners are provided with all of the legal and policy-related information before using the platform.

The Privacy Policy should cover the legal language on the data that you record (such as material viewed in the platform or the number of times a user attempts to take a test) and how you manage it.

On the other hand, Terms & Conditions should outline the rules and guidelines that learners should respect in order to use the learning platform (i.e. not uploading informal learning assets related to specific subjects). Terms & Conditions should primarily focus on Coach & Share and E-Commerce, so learners know which rules to follow when asking questions to Experts, uploading informal learning assets, writing comments on assets, and purchasing courses or learning plans in the platform.

When learners log into their learning platform for the first time, when they self-register into the platform for the first time, or when they login again for the first time after you’ve updated the Privacy Policy or Terms & Conditions, they will always be prompted to accept the most recent version of the Privacy Policy or Terms & Conditions (or both, depending on what you’ve updated).

Checkboxes with links to both sets of content appear in the login or registration form, or just after logging into the platform, for those that had already accepted an older version of either one. Learners will also find a link to the Terms & Conditions in their shopping carts and on the Contribute page in their platforms.

Questions & Answers

Who can create and manage Terms & Conditions?

All Superadmins in your platform are able to view, edit and manage all Terms & Conditions. Power Users and regular users have no editing or managing permissions related to Terms & Conditions.

Who must accept the Terms & Conditions?

If you’ve enabled the option in your platform’s Advanced Settings area that Terms & Conditions must be accepted, ALL users will be prompted to accept the Terms & Conditions upon their next log into the platform if they have not already done so. Additionally, any new users that are created via self-registration, quick registration, via SSO or user provisioning, or by the Admin (manually, via CSV, or otherwise) must accept the Terms & Conditions upon completing their registration or logging into the platform for the first time.

What happens if a user rejects the Terms & Conditions?

If a user does not accept the Terms & Conditions, he or she will not be able to access his or her platform. If a user originally accepts the Terms & Conditions then later revokes the acceptance in his or her profile management area of the platform, they will be warned to proceed, and upon confirming, will be immediately logged out of the LMS and will not be able to regain access until re-accepting the Terms & Conditions.

Who can see the Terms & Conditions that I create?

All Superadmins can see any Terms & Conditions, including all versions of the content in the platform when logged into a Superadmin account. All users will be able to view the Terms & Conditions upon their publication when they are prompted to accept it on the login page of their platforms, or from the corresponding section in their profile area once logged into the platform.

For those using Docebo’s Extended Enterprise app and therefore have set up different subdomains for users to access, you can assign specific Terms & Conditions to specific Extended Enterprise clients, meaning that users in a subdomain assigned to Terms & ConditionsA will only see Terms & Conditions A, and users in a subdomain assigned to Terms & Conditions B will only see Terms & Conditions B. Alternatively, if you as the Superadmin have not assigned specific content to any client, those clients will see your platform’s default Terms & Conditions. Refer to this document to learn more about managing Terms & Conditions for your subdomains.

Can I track who accepts or does not accept the Terms & Conditions?

Yes, there is a dedicated report in your LMS related to this, the Terms & Conditions Dashboard. Here, you can view the acceptance status of every user in every branch of your platform, percentages of who has accepted, rejected or not answered Terms & Conditions, the timing in which a user has answered Terms & Conditions, and other details related to users interacting with their Terms & Conditions. This dashboard can be viewed globally for all branches and locally per branch, in case you have assigned specific Terms & Conditions to specific subdomains belonging to a branch.

Can I create multiple versions or update my Terms & Conditions?

Once you’ve created Terms & Conditions, any of the fields can be updated later, which will automatically create a new version of the content. All versions can be tracked and viewed when managing the Terms & Conditions. Any time a new version is created and published, all users must re-accept the Terms & Conditions upon the next log into the platform.

Versions are at global language level. If you update content in any language, a new version is created for all languages. Users will have to re-accept the content, regardless of their platform language. Therefore, if you’re managing Terms & Conditions that are published in multiple languages, you should update any necessary fields in ALL languages before pressing save and publishing the new version.

Can I create Terms & Conditions for each domain that I’ve created using the Extended Enterprise app?

When the Extended Enterprise app is active in your platform, you can easily create multiple Terms & Conditions and assign them to individual or multiple clients, so users in the branches assigned to those subdomains must accept that specific Terms & Conditions.

Can I create multiple acceptance criteria for my Terms & Conditions?

No, unlike the Privacy Policy, your Terms & Conditions can only have one acceptance message per Terms & Conditions.

What happens to my old Terms & Conditions?

Previously, a language key (module: privacy_tos/phrase: _TERMS_AND_CONDITIONS) in your platform’s Localization Tool was used to manage the Terms & Conditions. When the new Terms & Conditions management functionality is released in your platform, any content from any translations of that key will be automatically applied to the body your Terms & Conditions in the new area of the platform if you modified that language key.

This is done in any language, so your translations of the old key in all languages will be applied to the new functionality. If you did not modify any translations in any language for the old language key, then a simple default text will be provided to you, and you MUST modify it yourself.

For example, if you’ve edited the translation of the key in your localization tool in English, German, Italian and Finnish, the new Terms & Conditions will automatically have those exact translations in those languages already. You can now manage multi-language Terms & Conditions using Docebo’s multi-language selector tool.

For those using the Extended Enterprise app and therefore have the possibility to create multiple Terms & Conditions, the content from the old language key will still be applied in all languages to your platform’s default Terms & Conditions.

After the Terms & Conditions is released in your platform, the old key in your platform’s localization tool will still be available, but it will no longer be functional. This means that even if you modify the translations of that key in any language, it will not modify the text of your Terms & Conditions. You should use the new Terms & Conditions Management area of your platform to modify your Terms & Conditions. Docebo will remove the old language key from the Localization tool in the weeks following the new functionality’s release.

Does Docebo provide default Terms & Conditions?

At this time, Docebo does not provide a default Terms & Conditions text. Rather, there is a simple text with no actual text or agreement content, and the text must be modified by you as the Superadmin.

What is the best way to manage the transition between the old Terms & Conditions and the new Terms & Conditions feature?

Keeping in mind that the new Terms & Conditions Management feature will be added to your platform by default and cannot be removed, we recommend using the new tool to your advantage. Please note that Docebo will not change any of your previously configured settings. If the Terms & Conditions MUST be accepted option is enabled in your platform’s Advanced Settings area, it will still be enabled upon the release of this new feature. If the option was disabled, it will remain disabled until you manually enable it. Thus, no immediate configuration is necessary and users should not be blocked from using their platforms.

However, if you’ve enabled this option and you’ve been using the language key in the localization tool to manage the Terms & Conditions, you should take a look at the new Terms & Conditions Management area of your platform and familiarize yourself with how to configure the content moving forward. Refer to this documentation if you’re using a single domain, and this documentation if you’re using the Extended Enterprise app.

What happens if I activate or deactivate the Extended Enterprise App after configuring my Terms & Conditions?

If you’ve created multiple Terms & Conditions in your platform and assigned them to various clients while the Extended Enterprise app is active in your platform, and then you deactivate the app for any reason, the default Terms & Conditions will then become your only Terms & Conditions for your one domain. No content or versions for the default Terms & Conditions will be removed.

All users that were in branches assigned to subdomains will now be assigned to only the single domain, and they will be prompted to accept their newly assigned Terms & Conditions (the default one) upon the next login. Previous tracking per user is not lost, so you can still view acceptance data related to when the Extended Enterprise app was active in the Terms & Conditions Dashboard.

What if I switch users between branches that are assigned to subdomains with specific Terms & Conditions?

If for any reason you move users from one branch to another, and the branches are assigned to different Extended Enterprise clients, the moved users will be prompted to accept the new Terms & Conditions of the new subdomain upon their next log into the platform, and they will not be able to access their platforms until they’ve accepted the new Terms & Conditions. This is necessary also if the Terms & Conditions for each subdomain is the same.

What if I have users in branches that are assigned to multiple subdomains?

If users are assigned to multiple subdomains, they will have to accept the Terms & Conditions of each subdomain before accessing that subdomain. This is necessary also if the Terms & Conditions for each subdomain is the same. As a Superadmin, you will have to accept every Terms & Conditions assigned to each Extended Enterprise client, including the default content, before accessing any subdomain.

Can I create individual Terms & Conditions for my users in different countries?

The only way to create individual Terms & Conditions for users in different countries is by creating your organizational chart to divide users into branches per country, assigning those branches to a specific Extended Enterprise client, then creating Terms & Conditions for each client and assigning that policy to the corresponding client.

What happens to my APIs if the Terms & Conditions haven’t been accepted?

The new Terms & Conditions changes affect only the platform’s interface. All APIs won’t be blocked if the user hasn’t accepted the Terms & Conditions.

Can I view the Terms & Conditions when I access my platform’s login page from Docebo’s Go.Learn mobile app?

Terms & Conditions can be viewed and accepted via the login page of the Go.Learn app for all learners. Please note that learners will be blocked from accessing their platforms in the app if they do not accept the Terms & Conditions.

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